Choosing the Best Phone System for Small Business

Business phone systems are likely to vary from the smaller end of the scale all the way to the top. Since the phone is often the easiest way to reach clients and customers, it is then one of the essential decisions that businesses can make.   Purchasing a phone system is not that simple. What makes it even more difficult is that phones systems are evolving from time to time and prices are also increasing. That is why it is better to find a provider who can help. But be careful in choosing. Many phone providers do not keep up and continue to recommend too expensive phone system. Although we all know that every company needs an effective, reliable phone.

Here are some tips and information on how to choose a phone system:

• Voice over IP (VoIP). VoIP is ideal for small businesses. Small offices need only few telephone lines and a basic voicemail. VoIP services require you to have enough bandwidth computer networks and the right equipment to achieve the highest possible call quality. And it can also help you keep connected while keeping your overall costs down.

• Investing into your phone system. Do not hesitate to invest for your office phone system. Although the internet now plays an important role in the business industry, the phones are still fundamental to business success.
• PBX (Private Branch eXchange) equipment including switching facilities to route calls between employees and outside lines. Standard PBX systems are usually ideal for medium to large industry, but the new PBX vendors provide services to the small business market with VoIP technology.
• Virtual PBX (or PBX) systems cost about $ 10 to $ 50 per month, depending on the nature and number of lines your business have.

Now, when choosing the right phone system for your business, realize that you must take into account how many employees will use the computer. This will determine the hardware you will be buying for your small business. Look forward to the expansion, and create a space for future employees, or the purchase of a new hardware that can improve your service.

Useful Phone System Features

Choosing the right office phone system can be difficult. Not only are there lots of phone system providers but, there are also lots of systems with various features to choose from. A company may choose one over the other due to certain features missing from another system. That feature can be something simple like allowing a user to send an announcement over a speakerphone or rather it can be complex like a customizable answering rule that can redirect calls using the an ACD (Auto-Call Distributor). Whichever features are required what is important is that it can provide the business with an efficient and reliable communication.

Below is a list of some phone system features a sales representative would be using:

• Answering Rules – provides enhancements to the call forwarding feature.
• Automated Attendant – eliminates the need to hire a human operator since it can handle and manage inbound calls.
• Call Blocking or Screening – identify and filters unwanted telephone numbers from calling.
• Call Forwarding – redirect a call to another number or extension.
• Call Logs – detailed communication logs.
• Call Transfer – provides a way for the user to transfer an ongoing call to another number.
• Click to Call – a website feature that allows users to freely connect to the business by phone.
• Custom Greetings – allows playing of specific greetings for every caller.
• Dial by Name Directory – a menu system that enables callers to easily reach the appropriate contact.
• Extensions – extra lines that can be added to a phone system.
• Fax On-Demand – a system that can allow customer or callers to retrieve a copy of a document using a fax machine.
• Internet Fax – a green and cheap alternative to a fax machine.
• Local Number – ordinary number based on location or area. A provider may offer either this number or a toll free number with their phone system.
• Message Alerts – a notification that is sent via SMS or e-mail whenever new voicemail messages or faxes are received.
• Message On-Hold – plays messages or announcements to a caller that is put on hold.
• Music On-Hold – plays background music when a caller is put on hold.
• Real Time Call Controller – a desktop application for managing calls.
• Toll Free Number – a special phone number that allow callers to contact the business free of charge.
• Unlimited Calling – some providers may offer either unlimited calls for inbound, outbound or both.
• Voicemail – provide callers with a way to leave a message when their call is unattended.
• VoIP Phones – are phone units that may be included along with the telephone system.

Technologies for Business Use

Almost everything involved in operating the business these days are being streamlined by technology. From accounting, administrative, customer support, list management, production to marketing modern technology is used to increase productivity and profit.

Most businesses are using basic business technologies like a PC (personal computer), phone system and mobile phones. But, depending on the business type and size, some may utilize additional and specialized devices to meet the growing necessities of the company. With continuing research and development, there is always a technology to answer the needs of every business:

• Cellphone/Handheld Device – enable users to become mobile and provides them with features like contact management, internet connection, MMS/SMS (Multimedia Messaging Service/Short Message Service), etc.
• Computer - gives the business with the ability to handle basic and sophisticated tasks such as internet access, graphic design, word processing, etc. 
• Office Phone System - it is one of the most important communication equipment a company should have. Telephone systems can provide complete control and management of calls, extensions, faxes and voicemails. Affordable PBX services are now being offered by various providers. These modern telephony systems are packed with useful call management features like answering rules, call controller, times of day routing,office phone system extensions, virtual PBX voicemail, and many more.
• Printer - allows documents and reports to be printed. It comes in basic types: dot matrix, inkjet and laser.
• Toll Free Phone Number - it provides a way for customers to call the business, for inquiries or orders, free of charge. Telephone companies are now offering this service but, if the company already have a virtual PBX phone system then it is likely to be included as an added feature.
• VoIP (Voice Over Internet Protocol) - provides cheaper calls than ordinary telephone lines since it make use of the internet for transmitting voice and other data. Unfortunately, its quality depends on the speed of the internet connection.

Other technologies that are valuable to any businesses are: fax machine, software application and photocopier.

Office Telephone System Types

One of the most widely used forms of telecommunication system today is the phone system. While most are aware of its use, few are familiar with its details, features and operations. This results in improper installation and therefore leads to ineffective use.

Telephone System, Equipments and Functions
Typical office phone system components includes the main distribution or switching equipments, software application, telephone station set and trunk lines. Advancement in IT (Information Technology) and telecommunication technology in the past decades has introduced modern equipments that added to the expansion of today’s modern telephone systems. Moreover, these latest innovations led to the significant development of quality communication.

Telephone System Types
Despite of these improvements, the major concept of the phone system not been altered. In fact, phone systems can be categorized in different types which include key systems and PBX.

• Key System – It was 60 years ago when this type of telephone system was introduced. With its root stemming to the technology of the electro-mechanical, its most obvious feature is the use of keys or buttons designed to allow a user to quickly connect to a phone line. Modern key systems are purely electronic in nature and make use of a microprocessor to further enhance its functions.
• PBX (Private Branch eXchange) – Early PBX systems are comprise of basic components namely common control, network/terminal interface, phone stations, switching matrix, and transmission media. Its evolution from human operated switchboard to computer-controlled circuits has made it a cost-effective solution for business communication. Unfortunately, some of its equipments are notably bulky which can also take up precious office space.
• Virtual PBX / Hosted PBX / IP-PBX – Continuous research and development have paved the way for a much better alternative to the aging PBX phone system. These modern systems are the fusion of computer, internet and mobile technology. Utilizing these systems does not require the purchase of expensive hardware since all the components are hosted on the provider’s premise.

The Visual Voicemail System Benefits

One of the most profitable value added service that telecommunication providers has introduced is perhaps the telephony feature of the voicemail system. Unfortunately, its popularity has blurred since its introduction 30 years ago. However, despite of decrease in usage, it remains as one of the most essential element in telecommunication since the human voice is a potent conveyor of information than written words.

Office phone systems today are adapting major improvements over the traditional TUI (Telephonic User Interface) that is used on their business voicemail system. Most providers are now setting-up visual voicemails and client-based systems as replacement for older voicemail systems and its technology is still being further improved. Some notable aspects as to why a visual interface is more suitable are:

•    Easy to use and simplicity of the user interface
•    Intuitive and quicker response
•    Seamless integration with other applications
•    Comprehensive overview of messages
•    Better privacy and security
•    Mobility
•    Synchronization of accounts
•    Message prioritization

Adopting this type of voice mail system can benefit both the service providers and its subscribers since it can cater to the compatibility and integration issues with newer handheld devices like the release of the new iPhone model. While service providers can easily add clients they can also assure them that compatibility issues are not a problem when they switch to their services. Moreover, service modifications, message retrievals and end-user services are tackled painlessly with visual systems.

Service providers are encouraged to switch to this new voice mail system in order to expand and take advantage of different platforms. Leveraging to this new system will eliminate their gradating revenues and provide their clients with an uninterrupted service.

VoIP for Business and Residential Users

Broadband and other internet connections can now make and receive phone calls with the use of VoIP (Voice over Internet Protocol). Different VoIP business phone service providers often dub this service as a broadband phone, digital voice or internet phone service which cab be used as a marketing technique in order to entice more subscribers.

The VoIP phone service offers businesses and residential users with many benefits over a regular phone service. Among the other advantages, the service offers the lowest phone call cost. With VoIP, all phone calls are covered with a low monthly payment. Taxes and other fees of the regular phone rates are no longer included with the VoIP service which makes it a cheaper alternative. International and long distance calls can now be made regularly since there will be cheaper calling rates.

The VoIP for business or residential services offer vast features that can create a reliable and quality communication system. The Service includes the following:

•    Redirection of phone calls to voice mail
•    Forwarding of voice mail as attachment to emails
•    Call conference with up to 3 or more people
•    Caller ID
•    Call waiting
•    911 or 411 service
•    Internet fax
•    Last number redialing
•    Call blocking
•    Call forwarding
•    Portability

These are just the basic features that are common in most of the VoIP providers. Since this technology is fast growing, other providers are now equipping their service with office phone system advanced features like: toll free numbers, call transfer, DND, distinctive ring, virtual numbers and many more.